HomeMy WebLinkAboutFINAL SC Minutes May 12 2020 _1_.pdf FINAL
MINUTES
MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT
REGULAR SCHOOL COMMITTEE MEETING
MAY 12, 2020 6:30 P.M.
VIA REMOTE PARTICIPATION
Present:
Pam Nourse, Chair(Acton) Jeff Stulin, Vice-Chair(Needham)
Dave Horton, Secretary(Lexington) Alice DeLuca(Stow)
Steve LeDoux (Concord) Ford Spalding(Dover) (arrived at 6:50 pm)
David O'Connor(Bolton) Jennifer Leone (Lancaster)
Sue Sheffler(Arlington) Jim Gammill (Belmont)
Absent: None
Weighted Vote: Weighted Vote present at start of meeting: 94.85%
Others Present: Dr. Edward Bouquillon, Dr. Bob Gerardi, Dr. Amy Perreault, Kevin Mahoney
George Clement, Luke McCoy(KBA), Greg Joynt(KBA) and Julia Pisegna
1. CALL TO ORDER: OPEN SESSION
The Chair called the meeting to order at 6:34 p.m.
2. ADOPTION OF REMOTE PARTICIPATION
Moved(Horton) and seconded(LeDoux)
VOTE: To adopt remote participation by all members of the Minuteman School
Committee pursuant to and in accordance with Sections (2) and (3) of the Executive
Order Suspending Certain Provisions of the Open Meeting Law made by the Governor
of Massachusetts on March 12, 2020, such adoption to be effective until said Executive
Order is rescinded or the Commonwealth's State of Emergency as referenced in said
Executive Order, is terminated, whichever happens first.
ACTION 2020 #16
Moved(Leone) and seconded(LeDoux)
To approve remote participation
VOTE: 9 members in room at time of vote
Weighted Vote present: 94.85%
Weight needed: >47.42%
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Names of towns opposing or abstaining: none
Final percentage results of vote: 94.85%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
David O'Connor(Bolton)
Steve LeDoux (Concord)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
2. PUBLIC COMMENT
None.
3. CHAIR'S REPORT, Pam Nourse
a. Comments for the Good of the Organization
Chair Pam Nourse recognized and thanked all the teachers, students, and the administration for
their hard work in adapting to the remote learning environment during this very difficult time.
Ms. Nourse noted that the following School Committee members terms are expiring on June 30th:
• Pam Nourse (Acton)
• Alice DeLuca(Stow)
• Dave Horton(Lexington)
• Sue Sheffler(Arlington)
A letter will be sent to each Town to advise them of their member's expiring term.
b. Proposed School Committee Meeting Dates for 2020-2021
VOTE: To approve the proposed School Committee meeting dates for 2020-2021,
as presented
ACTION 2020 #17
Moved(Leone) and seconded(LeDoux)
To approve the School Committee Meeting Calendar for 2020-2021
VOTE: 9 members in room at time of vote
Weighted Vote present: 94.85%
Weight needed: >47.42%
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Names of towns opposing or abstaining: none
Final percentage results of vote: 94.85%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
David O'Connor(Bolton)
Steve LeDoux (Concord)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
4. SCHOOL BUILDING REPORT, Ford Spalding
a. Project Update
Dr. Bouquillon provided a building project update and noted that the punch list items continue to
be completed.
Dr. Bouquillon will be meeting with a potential new vendor, Select Energy, on the photovoltaic
project and expressed his confidence regarding the LEED points previously at risk.
Mr. Joynt of KBA responded to Committee members' questions regarding permitting, cost
benefits to the District, kilo watt hours, and the potential for leaks after adding to the roof noting
that the system to be installed is a non-penetrating ballasted system and is done in accordance to
the roofing manufacturer's warranty guidelines and installed by certified contractors.
(Mr. Spalding joined the meeting at 6:50 p.m)
Mr. Spalding reported that the Lincoln Town Building Inspector has accepted the theater and the
final Certificate of Occupancy is expected in the next few weeks.
Mr. Spalding also reported that a settlement in the amount of $800,000 has been reached with
Griffin Electric, and that to date, 40 open items remain on the punch list, noting that most of
them are outside jobs. He also noted that the process is underway for the soil to be removed
where the petroleum-based ground contamination was found near the old greenhouse.
b. Athletic Fields Update
Dr. Bouquillon introduced Luke McCoy of KBA. Mr. McCoy presented an overview of the
various build options, estimated costs, schedule of completion, as well as the benefits of
synthetic turf versus natural grass, annual maintenance/life cycle, and field usability per event
cost comparisons.
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Mr. McCoy then discussed the various phase option plans and detailed the scope of work,
estimated break-out of project costs, and the anticipated project schedule for each.
Mr. Mahoney presented the plan for financing of the athletic fields and highlighted the source of
funds, including the MSBA building project, sale of 16 and 22 Mill Street, facilities rental
revolving account, stabilization account, FY21 capital fees, tax-exempt lease purchase and the
amount of funds for each phase option.
Mr. Mahoney noted that he has reviewed all options with the District's outside auditing firm and
they see no issues in moving forward with any or all of said options.
Mr. Mahoney then discussed the other potential financial benefits, including annual field rental
revenues, savings on fees for transportation and rentals of other fields, savings in field
maintenance, as well as additional assets of the District for supplemental rental revenue from the
theatre, gym and conference room.
Mr. Mahoney suggested bringing this presentation forward to the Finance Committee for their
review and analysis and for final recommendation to the full Committee.
Mr. McCoy responded to concerns of Committee members regarding the uncertainly of school
opening in the fall, the need to plan for some option, additional costs in labor to maintain these
fields, as well the lot sizes for 16 and 22 Mill Street.
Mr. Stulin shared that he could foresee voting on Option 1-B as a first step by June and member
Towns agreeing to it, and then deciding on additional options as circumstances change in the
future.
Mr. McCoy responded to questions relative to the student needs, calculation of event hours,
escalations in the life-time costs analysis, and the environmental impact of synthetic fields.
Mr. Gammill thanked Mr. McCoy for the useful information and noted that the Finance
Committee will review the information and asked for a direct charge from the Officers for the
Finance Committee. He would also like to take a look at the fields, without the additional
expense of a track.
Ms. Nourse reiterated the need to be sensitive to the costs of the fields in the current
environment, and requested that the Finance Committee take a more in-depth review of this
information and report back to the full Committee with recommendations for further discussion
at the June School Committee meeting.
Mr. Gammill shared that the Finance Committee is happy to review the finance piece of this, but
there is also a non-financial educational and District management point of view and encouraged
members to review the non-financial process also.
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Ms. DeLuca expressed concern with spending down the stabilization fund and leaving the
District with nothing, and shared that the Town of Stow is cancelling some of their capital
expenses.
Mr. Spalding asked if Committee members continue to agree to utilize the money left over from
the project on the athletic fields. The consensus was unanimous, with Ms. Sheffler expressing an
uncertainty about future investments and return on the fields.
Dr. Bouquillon reminded Committee members that we are in an MSBA project, and that the
money left over is for use by the District for this project, and that a delay in the fields would
mean a delay in the project and would affect the receipt of a 5% reimbursement which would be
held until the project was closed. Mr. Joynt confirmed that the MSBA project requirement is for
some level of closure with the contractor and permitting-wise up to the full build of the fields.
Ms. Nourse suggested the need of an additional School Committee meeting before the June 9m
meeting to discuss the athletic fields further.
Mr. Spalding agreed, and reminded Committee members of the importance of providing athletic
fields for students.
Dr. Bouquillon noted that the District has a no cut/no fee sports program, and Mr. Clement stated
that potential students always inquire about sports at Minuteman.
Mr. Horton shared with Committee members an email he received from the Town of Lexington
regarding athletic fields.
Mr. Spalding thanked Mr. McCoy and Mr. Joynt for all their hard work on the athletic field
options.
5. SUPERINTENDENT'S REPORT, Dr. Edward Bouquillon
a. Plans for Remote Learning and On-Site Learning for Fall 2020
Dr. Bouquillon shared that the administration has been meeting and discussing the opening of
school in the fall and putting together different models as we continue to plan for the worst and
hope for the best.
Dr. Bouquillon shared that the priorities are the health and safety of the students, staff,
continuation of quality hands-on learning in a reduced capacity, support for students on IEPs,
technology, and being mindful of all the resources available to us. We will have a plan in place in
few weeks,built by all, and the plan will be flexible.
Dr. Bouquillon noted that there are financial challenges if the District goes into to a 1/12 budget,
and that smaller class sizes will require less support staff, and that the 1/12 budget scenario will
be discussed further at the next Finance Committee meeting.
Dr. Bouquillon will continue to keep Committee members updated with new developments.
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b. School Choice
VOTE: Not to participate in the School Choice Program for 2020-2021 and to
inform the Department of Elementary and Secondary Education of this decision by
the June 1st deadline
ACTION 2020 #18
Moved(Leone) and seconded(O'Connor)
To not participate in the School Choice Program 2020-2021 and to inform the
Department of Elementary and Secondary Education of this decision by the June
1St deadline
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
David O'Connor(Bolton)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
c. Approval of Out-of-State Travel to Nashville, Tennessee for the ACTE's CareerTech Vision
Conference, December 2nd to 5th, 2020
Dr. Bouquillon shared that he, Dr. Perreault, and some teachers have been invited to participate in
the ACTE's CareerTech Vision Conference. The District will have two presentations: 1) bees and
2) on the District's admissions procedures and how we went from low enrollment to full
enrollment.
VOTE: To approve the out-of-State travel to Nashville, Tennessee for the ACTE's
CareerTech Vision Conference, December 2nd to 5th, 2020
ACTION 2020 #19
Moved(Leone) and seconded(Spalding)
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To approve the out-of-State travel to Nashville, Tennessee for the ACTE's
CareerTech Vision Conference, December 2nd to 5th, 2020
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
Mr. Gammill suggested booking a flight during this fiscal year, as flights are very reasonably
priced now.
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
David O'Connor(Bolton)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
6. PRINCIPAL'S REPORT, George Clement
a. 2020 Graduation Plans
Mr. Clement shared the details of the drive-in graduation plans for the Class of 2020 to be held
on Friday, June 5th, as well as the virtual celebration planned for afterwards.
Mr. Clement invited all School Committee members to attend.
b. Teacher Appreciation Week(Video from Administration)
Teacher Appreciation Week was held last week. A video tribute was put together to thank the
teachers for all they have done, especially with remote learning and for their amazing care and
collaboration.
Mr. O'Brien, Communications Director, will send the link to the video to all members.
c. Calendar Updates
Mr. Clement noted that MCAS dates have not been provided, so there are no calendar updates at
this time.
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d. Admissions and Enrollment
Mr. Clement updated Committee members with the current enrollment numbers = 182 freshman
students, which includes 175 in-district students, 7 out-of-district students (Watertown, Belmont
and Boxborough). Admission testing for math, English, reading and writing were held online. To
date, 92% of the incoming students have completed all sections of the online testing, along with
72% of families who have completed the entire enrollment packet.
Parent orientation information will be sent out in the coming week.
7. DIRECTOR OF FINANCE'S REPORT, Dr. Robert Gerardi
a. Finance Subcommittee—Jim Gammill
• Discussion of Draft Memorandum Regarding Capital Projects from Finance Subcommittee
to Full Committee
Mr. Gammill reviewed with Committee members his memorandum regarding capital projects to
be used as a resource while reviewing all the information relative to the athletic fields and
building projects and to frame the discussions as they speak with members of their towns.
Mr. Gammill highlighted the good news/bad news of enrollment and the enrollment projects to
FY26, operating budget and assessment projections, new building debt service schedule, capital
charge projections, financial forecast for the nine member towns, and the proposed capital project
and funding sources.
Mr. Gammill then reviewed the photovoltaic project, athletic facilities, additions to the curriculum
program spaces and the next steps of the District.
Ms. Nourse thanked Mr. Gammill and the Finance Committee for the information and asked that
any questions be forwarded to Ms. Pisegna for further discussion.
b. Bid Results - $3.8 M Bond Anticipation Notes
Mr. Mahoney shared that the district will need to borrow $3.8M in Bond Anticipation Notes for
one year to meet the cash flow requirements to complete the new school building project and the
MSBA final audit and close-out of the project.
Mr. Mahoney also shared that once the final audit is complete, the MSBA will finalize the total
eligible grant amount and Minuteman will then issue a long-term bond to finance the remaining
portion not covered under the grant.
Mr. Mahoney noted that a formal vote of the Committee is not required, as only the signatures of
the School Committee Chair, Secretary, and the District Treasurer are required to authorize the
notes.
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c. 3rd Quarter Financial Statements
Mr. Gerardi presented the 3rd quarter financial statements, and noted that these financial statements
were reviewed at the previous Finance Committee meeting.
Mr. Gerardi noted that some financial disruption due to the closure and events not held can be found in
the revolving funds statement in horticulture and food service. Student activities report is strong.
Mr. Gerardi is now preparing bi-weekly reports for review at the next scheduled Finance Committee
meeting to show the different strategies that the District is undertaking in these uncertain times and
tracking the numbers to show the impact of the school closure to the District budget.
d. Discussion of FY20 and FY21 Budget and 1/12 Budget
Dr. Gerardi provided a summary that has identified all the resources and considerations for the
FY20 and FY21 budgets.
Dr. Gerardi shared that he and Dr. Bouquillon have participated in conference calls, webinars and
Zoom meetings with numerous entities regarding the budget and State funding and continue to
learn various strategies for dealing with the budget.
The District is waiting for the Department of Elementary and Secondary Education to compile the
template for the 1/12 budget, and shared some of the guidelines for the FY21 regional school dist
Dr. Gerardi will continue to update Committee members on any new developments.
e. Discussion of Transportation IFB Re-Bid
Dr. Gerardi recommended approval of the Transportation Contract with NRT Bus, Inc.
VOTE: To award to NRT Bus, Inc. of North Reading, MA the Minuteman Regional Vocational
Technical School District Transportation RE Bid 20 03, dated April 8, 2020, representing the
regular in District Transportation, late buses, athletic practice buses and athletic and activity
buses at a bid price of$1,033,329.00 for regular route buses, $265.00 per day for late buses,
$250.00 per bus for athletic practice buses and$4.10 per mile and $64.00 driver waiting cost for
athletic and activity trips, such total Bid cost of$1,373,245.00 and on the basis of their being the
lowest responsive and responsible bidder and in the best public interest.
ACTION 2020 #20
Moved(Spalding) and seconded(Leone)
To award to NRT Bus, Inc. of North Reading, MA the Minuteman Regional Vocational
Technical School District Transportation RE Bid 20 03, dated April 8, 2020,representing
the regular in District Transportation, late buses, athletic practice buses and athletic and
activity buses at a bid price of$1,033,329.00 for regular route buses, $265.00 per day for
late buses, $250.00 per bus for athletic practice buses and $4.10 per mile and $64.00
driver waiting cost for athletic and activity trips, such total Bid cost of$1,373,245.00 and
on the basis of their being the lowest responsive and responsible bidder and in the best
public interest.
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VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
Dr. Gerardi described the changes made in the new contract due to the circumstances surrounding
COVID-19. Dr. Bouquillon noted that due to the possible social distancing that may be in place
next year, he is currently exploring creative ways for students to get to school, including the legal
ramifications of paying parents to bring their student to school, changes in the driving privilege
requirements, carpooling, as well as the possibly of a transportation stabilization fund.
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
David O'Connor(Bolton)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
8. SUBCOMMITTEE REPORTS
a. Superintendent Negotiations and Evaluation Subcommittee,Jennifer Leone
• Review of Process
• Superintendent's End of Cycle Progress Report
Ms. Leone reported that the Superintendent Negotiations and Evaluation Subcommittee met and
noted that the survey indicated universal support for Dr. Bouquillon's accomplishments last year,
as well as what he has had to deal with during the current COVID-19 crisis.
Ms. Leone shared under the current fiscal hardships for Towns and municipalities, it would not
be appropriate to recommend an increase in his compensation higher than the Contract allows.
The Superintendent Negotiations and Evaluation Subcommittee recommended an increase of
2.33% in the Superintendent's salary for FY20-21.
VOTE: To approve an increase in the amount of 2.33% for the FY20-21 year to
Dr. Bouquillon
ACTION 2020 #21
Moved(Spalding) and seconded(Horton)
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To approve an increase in the amount of 2.33% for the FY20-21 year to Dr.
Bouquillon
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
David O'Connor(Bolton)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
Ms. DeLuca noted that the vote on this item should be included in the next agenda for purposes
of the record.
9. SECRETARY'S REPORT, Dave Horton
a. Approval of Draft Minutes of April 7, 2020 and the following vote was taken:
ACTION 2020 #22
Moved(Horton) and seconded(Leone)
To approve the draft minutes of April 7, 2020, as amended
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50%
Names of towns opposing or abstaining: Acton
Final percentage results of vote: 90.2%
Final status of the vote: Passed
Roll Call:
Pam Nourse, Chair(Acton) abstained
Sue Sheffler(Arlington)
Jim Gammill(Belmont)
David O'Connor(Bolton)
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Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
10. POSSIBLE EXECUTIVE SESSION
Dr. Bouquillon reported that there was no need for an Executive Session at this time.
11. ADJOURNMENT
Committee members applauded and thanked Dr. Bouquillon for his leadership over the past year.
There being no further business, the School Committee took the following vote:
ACTION 2020 #23
Moved (Leone) and seconded(Spalding)
To adjourn the meeting at 8:55 PM
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
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Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
David O'Connor(Bolton)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
Respectfully submitted,
Julia Pisegna Dave Horton
District Assistant Secretary
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